Secretary Administrative Duties and Responsibilities
Purpose of Classification:
Performs varied clerical and secretarial duties in a department or
work unit. Typical duties include drafting routine correspondence,
typing, word processing, scheduling appointments, establishing and
maintaining files and records. Handles differing office situations
in accordance with supervisor's guidelines referring more difficult
and sensitive problems to supervisor. Incumbents receive general
instructions regarding tasks and require supervisor's assistance
only on special projects/assignments. Incumbents use discretion,
exercise initiative, independence and judgment in performance of
duties; may be responsible for a specialized function, such as
graduate admission procedures and tracking and/or may provide work
direction to clerical staff.
Distinguishing Characteristics:
This is
second in a series of four classifications. It is distinguished from
Administrative Assistant in that the administrative level is allowed
more decision-making authority and independence in prioritizing
tasks, policy interpretation and/or budget expenditures. Incumbents
may be assigned to an office such as medical, scientific or legal
which may require use and familiarity of specialized terms or
practices.
Examples of Duties:
- Receives and screens telephone calls and visitors; assists
visitor or caller by answering questions or providing
information regarding office/department policies or procedures
utilizing thorough knowledge of office operations; determines
when referral to supervisor, appropriate staff member or other
office staff.
- Types/word processes, formats and proofreads materials such
as manuscripts, technical documents, forms, vouchers, classroom
materials and corrects grammatical, punctuation and spelling
errors; types/word processes from rough draft, dictaphone or
shorthand notes.
- Organizes, establishes and maintains record-keeping systems
for correspondence, documents, materials or records for an
administrative function; sets up files by numerical,
alphabetical or other method; records or logs incoming
information and follows-up on missing or incomplete information.
- Schedules appointments for supervisor as directed utilizing
knowledge of priorities and prearranged plans; prepares daily
itineraries and assembles necessary background materials for
supervisor; attends meetings to record and report on
proceedings.
- Assembles, researches and summarizes information from
various resources; compiles data or calculates simple statistics
to prepare special or recurring reports for supervisor or other
work unit members.
- Records and tracks account expenditures; creates work sheets
on computer or in a manual system; prepares periodic reports and
submits to supervisor along with recommendations or simple
analyses regarding account status.
- Arranges meetings, schedules conferences, facilities and
services as directed by supervisor; notifies attendees or
participants of time and place, etc.
- Assembles and distributes or mails applications, forms and
general information requested by visitors, applicants, students
or the general public.
- Interacts with faculty, staff, students, alumni, visitors,
patients or outside agencies to relay information on policies,
procedures or unit activities; initiates responses to inquiries
and requests for information by composing correspondence of a
non-technical nature such as explanation of established
policies/procedures; signs own or supervisor's name according to
prescribed guidelines.
- Handles personnel or other administrative forms for office
department and forwards for processing; initiates supply or work
order requests submitting to supervisor for approval.
- Operates office equipment such as personal computers,
mainframe/database terminals, typewriters, calculators, adding
machines and copiers.
- Supervises, monitors or coordinates activities of
subordinates.
Knowledge, Skills and Abilities:
- Knowledge of standard office practices and procedures.
- Skill in typing/word processing and use of personal
computers/software.
- Skill in composing letters and preparing reports.
- Skill in both verbal and written communication.
Minimum Qualifications:
Three
years of secretarial/clerical experience; OR, Certificate in
Secretarial Science AND two years of secretarial/clerical
experience; OR, Any equivalent combination of experience and/or
education from which comparable knowledge, skills and abilities have
been achieved.
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